December 4, 2015
On 11/19/2015, the GLWA Board was presented with Enterprise Resource Planning & Accounting system options for GLWA The driver of a condensed timeline for assembling these options was the combined effect of: City of Detroit s Oracle Fusion implementation nearing a go-live date in March 2016 Stand-up of the GLWA and DWSD-R in January 2016 Oracle Fusion cost proposal received by GLWA in October 2015 Based upon the 11/19/15 GLWA Board presentation, staff and advisors were provided additional time to refine the design and cost implications of each option as well as expand stakeholder engagement
Concurrently, realignment of staff in finance and procurement between GLWA and DWSD-R is resulting in a loss of existing Oracle Fusion subject matter expertise gained since January 2015 The key decision day was 12/1/2015 with a series of meetings that included the DWSD-R CFO, DWSD- R Deputy Director, City CIO, E&Y and AST consultants implementing Oracle Fusion, HP and EMA, Inc. consultants supporting WAM and GIS for DWSD, Plante & Moran (advisors to GLWA) as well as DWSD and GLWA staff
The pivotal decision was to utilize the multi-plant feature in Oracle WAM Allows DWSD-R and GLWA to reside in the same instance of Oracle WAM while maintaining separate inventory, purchasing, internal controls DWSD-R and GLWA are both plants within a larger enterprise Requires some configuration consistency at the enterprise level of WAM such as general ledger account structure The DWSD-R team is presently evaluating Oracle Fusion configuration options and related costs Regardless of the outcome, there is no impact on DWSD-R s ability to use of WAM (in fact, Oracle Fusion/WAM integration and testing is underway)
Staff recommends the BS&A option with the WAM multi-plant configuration for the following reasons Significantly reduced project cost Less disruptive to the operations Provides a viable long-term solution for finance and asset management Continues NPDES permit compliance strategy Continues shared systems and cross-entity business process opportunities
GLWA ERP Comparison BS&A Cost Category 1-Time Initial Annual 1-Time Initial Annual Software License / Fees 115,245 23,050 880,000 5 Base Project Management 17,490 539,000 Implementation / Customizations 39,300 4,900,302 Training 80,620 incl Data Conversion (Transactions, Budget, 28,000 incl Vendors, Purchase Orders, Assets) Interfaces (WAM General Ledger, Purchase Orders, 30,000 incl Products, Receiving, Payroll) Contingency 75,000 500,000 Total Software & Configuration 385,655 23,050 5,939,302 880,000 Implementation Resources Plante & Moran Project Management 206,400-206,400 - Coordinating Committee Support 100,000 100,000 Additional Support for Internal Finance Staff 243,200-785,400 6 - Internal Staff Time - Finance 264,000 1 BS&A: Internal IT Time; Oracle: AST Support 125,000 2 1,030,000 5 City IT Support - 400,000 7 Total Support Resources 549,600 389,000 1,091,800 1,430,000 Split WAM Into Two "Plants" HP Configuration and Consulting Costs 1,200,000 300,000 3 n/a Oracle Fusion Total BS&A and WAM 2,135,255 712,050 7,031,102 2,310,000 Use of DRMS for 4 Additional Months 520,000 4 520,000 4 Project Contingency 300,000 100,000 300,000 100,000 Total Project Costs 2,955,255 812,050 7,851,102 2,410,000 Notes: (1) Four procurement staff to process purchase orders in first year (2) Additional IT personnel to support on-premises BS&A software (3) Increase annual WAM support costs estimated at $600,000 to be shared with DWSD-R (4) Additional time using Oracle DRMS after March 2016 will average $130k per month (5) Based on AST estimate for DWSD to license its own instance of Oracle Cloud from Spring 2015. Actual cost will vary (6) GLWA no longer has employees with knowledge of Fusion design and testing requiring additional resources (7) GLWA anticipates some support required from City IT staff to maintain and operate Oracle
The BS&A implementation would occur in 2 phases: Phase 1: Core Functions: GL, AP, Budgeting, Procurement, Billing Phase 2: More robust interfaces, Fixed Assets, additional data BSA& Phase 1 (Dec-Mar) - Kick-off Meeting - Planning, IT Configuration - On-Site Data Gathering - Set-up, Data Conversion - Initial Integrations - Installation - On-Site Training BS&A Phase 2 (Apr-Jul) - Integrations - Testing - Training WAM Changes (Jan-Jul) Dec Jan Feb Mar Apr May Jun/Jul
GLWA asked to authorize project budget of $3 million for BS&A/multi-plant WAM solution Finalize scope change order and timeline from BS&A, Oracle, HP, Plante & Moran, and others by 12.8.2015 Engage cross-functional (DWSD-R + GLWA divisions) implementation teams and cross-entity (DWSD-R + GLWA + City of Detroit) steering team to align resources, priorities, timeline, and identify/mitigate risks such as: Recognized nature of start-up entity (GLWA) Reprioritization of 5-year GLWA/DWSD-R IT transition plan Re-evaluation of organizational priorities Reassignment of key personnel